RFP #:                         Contract Reference

Location:                     Better Cotton Lahore Office

Contract Type:                        Deliverables Based

Start date:                   16-12-2024

End date:                    15-03-2024

Terms of Reference

1. Organisation Background

Better Cotton is the world’s leading sustainability initiative for cotton. Our mission is to help cotton communities survive and thrive, while protecting and restoring the environment. With the support of our stakeholders, we can focus on who and what matter in a sustainable future: farmers, farmworkers, their communities, and their education, knowledge and well-being. Working with close to 70 different field-level partners, we continue to reach more and more of the world’s cotton-farming communities. Nearly all of them – farmers and farm workers – work on smallholdings less than 20 hectares in size. Helping them to enjoy better yields, improved working conditions and greater financial security has been transformative. Over 2.4 million farmers in 26 countries now have a licence to sell their cotton as Better Cotton. In total, our programmes have reached almost 4 million people whose working lives are connected to cotton production. More than a fifth of the world’s cotton is now grown under the Better Cotton Standard. We have united the industry’s stakeholders behind our efforts, and by 2030 our aim is to have trained 5 million farmers and doubled global production of Better Cotton.

More information about Better Cotton can be found on our website: www.bettercotton.org.

2. Purpose

2.1 Aim of the Assignment

Better Cotton has introduced highly hazardous pesticides exceptional use process  to have a clear, transparent, and rigorous method to make informed decisions on the exceptional use of HHPs that are otherwise prohibited or targeted for phase out under the P&C. The process aims to ensure a thorough and impartial consideration of the impacts of continued use of the respective HHP vs. the impacts of phasing out (including evaluating the trade-offs of available alternatives). It also ensures that any granted exemptions are subject to specific monitoring and reporting requirements and include longer-term commitments to phasing out and finding better alternatives.

The consultant will work with Capacity Building Coordinator to develop HHP exceptional use applications based on the information got from Programme Partners, reviewing the documents of support for example phase out plans, monitoring plans, monitoring reports, risk mitigation system etc. The consultant will also support to prepare the answers pesticide committee of Better Cotton on applications based on documented information and also visiting field to collect evidences if needed. Based on the recommendations for exceptional use of any HHP, the consultant will prepare monitoring plans for programme partners to track the progress of committee recommendations.  Better Cotton will provide all necessary support to understand the mechanism of HHP exceptional use process, what is required  and how to prepare the applications. Better Cotton will also provide travel support to collect data from field if needed. 

Furthermore, We are also working on collecting boundary demarcations for all the 17 registered Better Cotton large farms in Pakistan for polygonal mapping to improve data quality. The consultant will also be required to collect this GPS data to complete polygonal mapping of large farms by travelling into field. The necessary data collection tool and training, along with travel support will be provided by Better Cotton.

2.2 Objectives of Assignment

• Prepare HHP exceptional use applications of pesticides requested by programme partners after reviewing all relevant documents and ensure the completeness of all applications.

• Help prepare responses to different questions raised on applications by Better Cotton Pesticide Committee.

• Develop a monitoring plan based on recommendations of Better Cotton pesticide committee on exceptional use of approved HHPs.

• Collect field data from Punjab and Sindh for polygonal mapping of (17) Large Farms.

3. Deliverables and Timelines

4. Renumeration

Total amount of PKR 75,000 inclusive of tax will be given on monthly basis based on progress during contract period.

5. Knowledge, experience and qualifications

The candidate will have the following Skills, Knowledge, and Experience:

Technical competencies (hard skills related to an individual’s area of expertise)

• Good knowledge of programme implementation, monitoring and evaluation techniques and practices.

• Familiarity with impact assessment an advantage

• Quality assurance on monitoring and evaluation

• Ability to work independently

• Ability to work under time pressure and meet deadlines.

• Ability to work in diversified environment

Languages

Fluency in English and Urdu (spoken and written) is essential

Application

Interested candidates should submit their CV’s, one-page cover letter and a writing sample by December 10, 2024. Short-listed candidates may be called for an interview.

Annexure

Better Cotton Highly Hazardous Pesticides Exceptional Use Process.v.2.0

To be used with the Better Cotton Principles and Criteria v.3.0

Issue date

15 September 2024

Effective date 1 October 2024

Version

2.0

Contact

Ownership of this document is with the Better Cotton Standards and Assurance

Team.

For any enquiries, please contact: [email protected].

Background and Context

Highly Hazardous Pesticides (HHPs) are pesticides that are associated with significant health and environmental risks. Reducing the total toxicity of pesticides applied to crops and ultimately eliminating the use of HHPs is integral to protecting the health of farmers, workers and farming communities, while also conserving the environment. One method to achieve this is to prohibit or restrict access to certain types of pesticides in the context of an Integrated Pest Management (IPM) strategy. However, in some cases, viable alternatives may not yet exist for specific HHPs. In these circumstances, phasing out HHPs without better alternatives can lead to adverse impacts, such as greater use of broad-spectrum insecticides, pesticide resistance and/or negative impacts on yields and livelihoods. To address this challenge, Better Cotton in its P&C v.3.0 has set up a specific exceptional use process for HHPs.

The aim is to have a clear, transparent, and rigorous process to make informed decisions on the exceptional use of HHPs that are otherwise prohibited or targeted for phase out under the P&C. The process aims to ensure a thorough and impartial consideration of the impacts of continued use of respective HHP vs. the impacts of phasing out (including evaluating the trade-offs of available alternatives). It also ensures that any granted exemptions are subject to specific monitoring and reporting requirements and include longer-term commitments to phasing out and finding better alternatives.

Exceptional Use Approvals

• Applications for exceptional use are reviewed by members of the dedicated Better Cotton Pesticides Committee1 .

• Exceptional use is granted for specific active ingredients at a country or Partner level.

• Exceptional use are applicable for a defined period of maximum two seasons (any further extension require and updated review)

• Exceptional use is subject to specific, defined conditions as outlined in this document

Process Overview

1. Initiate a request for exceptional use

a) Programme Partners (PPs) or individual Large Farms (LFs) can initiate the process by communicating the need for exceptional use to their local Better Cotton Country Team.

b)  Producers located in the same country or region are encouraged to reach out jointly if they  have similar needs and challenges. Better Cotton Country Teams will support Producers  or Programme Partners in gathering the necessary elements to submit an application for exceptional use. The final application must come from the Better Cotton Country team2 .

c) Partners or Producers should initiate this process at least 120 calendar days before the  start of sowing, as in some cases, further information or external input may be required for the application.

2. Submit an application

a) Completed applications for exceptional use must be submitted at least 90 calendar days prior to the start of sowing, using the application form provided by Better Cotton.

b) The application requires:

o General information: the name and contact details of the applicants, the active ingredient concerned, the specific pest(s) that are targeted, method of application,  application equipment, intended quantities and geographical scope of use.

o Background context and current use: a description of the Integrated Pest Management approach in place, plus description of the historic extent and nature of use of the HHP

o Evaluation of alternatives: description of alternative options (both chemical and nonchemical), including results of any previous use, trials, or research studies carried out.

o Risk assessment and mitigation: Assessment of risks to human health and the  environment associated with the specific HHP, plus an overview of specific measures to mitigate each risk.

3. Application finalisation  

- Applications are reviewed by Better Cotton Country Teams for eligibility, accuracy, and completeness. Applications should then be submitted to Better Cotton Crop Protection global team.

- The Better Cotton Crop Protection global team will complete the applications with available result Indicators data, and check applications for eligibility, accuracy. They should also clarify open questions or missing information with Country Teams and subsequently submit application to country specific pesticides sub-committees for review an decision making.

4. Application Review and Decision Making

a) Pesticides Committee sub-team will review the application and prepare key questions that they want to follow-up on in the country teams interviews. These questions will be shared at least 1 week before the scheduled interview call, so that the Country Teams can prepare and come with the right information to the interviews.

b) The pesticides committee sub-team will have a call with the country representatives to discuss open questions and get more context. Either directly after the call, or in a separate one, in the absence of the country team representatives, recommendations for the decision will be prepared – facilitated by Better Cotton global and following the predefined reporting structure. If further information is required before the Committee can decide, they will document this in writing and the applicant will have a defined time period (usually 15ii days) to provide further information as required.

5. Based on the discussions of the sub-committee, Better Cotton global will draft a report, that is shared with the sub-committee for review, before it will be sent to the full pesticides committee for approval.

The report shall include at least:

l  A summary of the Committee discussion and key points raised

l  The final decision (approval or rejection) and rationale

l  In case of an approval, specific conditions for exceptional use, including, at minimum:

l  The period for which exceptional use is granted

l  Mandatory mitigation measures Compliance with all P&C v3.0 Crop

l  Protection indicators and label requirements

l  Inclusion as priority in Continuous Improvement Plans

l  Specific training on risks and mitigation measures

l  Focus on steps to improve appropriate PPE Use

l  Focus on environmental risk mitigation

l  RIR Reporting on Pesticide Data

l  Recommended mitigation measures that include specific ad-hoc management

l  Practices.

l  Exceptional use can be granted for a maximum of two seasons. After that, an updated application is required to enable any further extension.

6. After the approval, the report will be shared in written form with country teams and programme partners / Large Farms, as well as the assurance team for implementation. The overall results will be made publicly available.

7. Monitoring and review process

l  For any HHP approved for exceptional use, the Programme Partner or Large Farm

l  using the HHP in question is responsible for complying with all required conditions

l  (including monitoring and reporting) required for exceptional use.

l  If these conditions are not met, the exceptional use approval can be revoked (subject

l  to review by the Better Cotton Director of Standards & Assurance and Senior Director

l  of Programmes); and/ or specific Producers’ licenses may be affected by non

l  compliance under Principle 3 of the P&C v.3.0.

l  At any point, Better Cotton may request further information or an update on how the

l  conditions of exceptional use are met.

l  Better Cotton staff will be responsible for reviewing the monitoring information submitted by Partners/Large Farms who have been granted exceptional use of HHPs. If exceptional use is granted for a large number of Producers or a large geographical area, the review may be based ona sample of Producers

8. Emergency case 

Definition of "Emergency”

An "emergency" is defined as a relevant and urgent pest outbreak situation impossible to anticipate that poses a significant threat to crop health and productivity, requiring immediate action to prevent

severe economic loss or irreversible damage to cotton fields. An emergency occurs when, despite proactive monitoring and best practices in pest management, a pest outbreak arises that could not have been reasonably predicted with sufficient accuracy or specificity to take effective preventive measures.

Producers are expected to maintain vigilance in monitoring potential pest risks and act pro-actively where indicators are present. For instance, continuous rainfall could signal the potential for a whitefly outbreak, and producers are expected to respond to such indicators to the extent possible. However, in cases where an outbreak escalates rapidly beyond the capacity for reasonable anticipation, or where preventive measures have been applied but failed to prevent a significant threat, the situation may be considered an emergency. Such emergencies may include, but are not limited to, sudden pest or disease outbreaks, invasive species incursions, or environmental calamities (e.g., flooding, drought, or fire) that directly impact crop viability.

Geographical scope of emergency derogation

Emergency derogations for the use of HHPs should be considered at the Producer Unit (PU) level rather than at the national or regional level, to ensure that the response is proportionate to the specific conditions faced by the producer. However, in exceptional cases where multiple PUs within  the same country face a similar emergency, a country-level derogation may be considered, provided that sufficient evidence supports the widespread nature of the threat.

Conditions and step-wise approach to follow in an Emergency case

To apply for an emergency derogation for the use of HHPs, the following step-wise approach must

be followed:

l  Assessment and initial notification:

l  As soon as the pest outbreak occurs, the Producer must assess the situation to determine whether it meets the criteria for an emergency as defined above. This assessment must include evaluating the Economic Threshold Level (ETL) to ensure that the decision to declare an emergency is based on an informed understanding of the potential economic impact and the feasibility of effective pest management actions.

l  The Producer must notify their Project Partner immediately upon identification of the emergency situation, providing initial details and evidence of the threat (e.g., photos, pest reports, expert assessments…etc).

l  Before resorting to HHPs, the Producer must evaluate all possible alternative measures, including non-chemical pest control methods (e.g., biological control, cultural practices) and less hazardous pesticides.

l  The Producer must document all alternative measures considered or attempted, providing a rationale for why these measures were not feasible or effective in the specific context of the emergency.

Submission of derogation request:

l  If no feasible alternatives exist, the Producer Unit must submit a formal derogation request to the Partner as soon as possible after the pesticide application (no later than 3 days for Large Farms and 7 days for smallholders), The request must be completed using a standardized questionnaire to ensure clarity and consistency that includes:

l  A description of the emergency situation and its potential impact on crop health and productivity.

l  Evidence supporting the emergency status (e.g., pest infestation data, expert assessments, weather reports).

l  Justification for the use of HHPs, including an explanation of why alternative measures

were not viable.

l   A plan for the mitigation of potential negative impacts resulting from HHP use (e.g., application techniques, protective measures, monitoring strategies).

Review and decision by Project Partner

l  The Partner should review the derogation request within a specified timeframe after reception (3 days for Large Farms, 7 days for Producer Unit) to confirm whether the situation qualifies as an emergency under Better Cotton standards.

l  If possible, the Partner may consult with relevant stakeholders, including agronomists, local experts, and community representatives, to assess the validity of the request.

l  The partner should send the request to national Better Cotton team (local and global) for final approval / rejection.

Approval, conditional approval, or rejection:

l  Better Cotton team panel3 may approve or reject the derogation request possibly after consulting the Pesticides committee if needed. Conditions may include specific restrictions on the type and amount of HHPs used, requirements for monitoring and reporting, and follow-up actions to prevent future emergencies.

l  In case of rejection, the Producer will no longer be able to use the HHP in question in the future during the ongoing year.

Post-application monitoring and reporting:

l  Following any approved emergency use of HHPs, the Producer must monitor the situation closely and report the outcomes to the Partner, including any observed impacts on non-target species, the environment, or human health. Producers are required to complete a standardized post-application monitoring report using the template provided by Better Cotton. This template will be shared as a link and must be completed and submitted at the end of the ongoing season.

l  The report should include detailed observations on environmental and human health impacts, mitigation measures taken, and any follow-up actions planned. The collected data will be analyzed to assess the broader implications of HHP use, and compliance will be verified during field visits.

l  The Producer must also submit reflect any measures to prevent future reliance on the HHP in question in its IPM plan, including measures to strengthen IPM practices and explore alternative methods.

l  The Partner should share the monitoring outcomes and the plan with Better Cotton team at the end of the season (or at the beginning of the following season if the derogation is needed late in the ongoing season)